The council meeting was called to order by Mayor Struck at 5:30 pm followed by the Pledge of Allegiance. Members present: Councilor Buchanan, Councilor Williams, Councilor Neve, Councilor Davis, Councilor Little, Police Chief Eastham, City Supervisor Houk and Clerk/Treasurer Roberts.

3. APPROVAL OF AGENDA, CONSENT AGENDA, AND APPROVAL OF MINUTES

A motion was made by Councilor Neve to approve the Agenda, Consent Agenda and the minutes of the August 13, 2018 regular meeting. The motion was seconded by Councilor Williams. Vote: Ayes-5, Noes-0, Absent-0

Vendors – Check #44333 thru Check #44358 - $48,022.29

4. CORRESPONDENCE

None

5. CONTRACT FOR PROFESSIONAL SERVICES – MUNICIPAL COURT JUDGE

Mayor Struck presented the contract for the Municipal Court Judge. As was discussed at the August 13, 2018 council meeting Judge Turner accepted a position in Olympia and resigned as Municipal Court Judge effective August 31, 2018. After reviewing three applications Mayor Struck explained that she felt that Eric Weston had the most experience and would do the best job for the city. Councilor Buchanan asked who the other applicants were and Mayor Struck advised that it was Nancy McAllister and William Penoyar. Councilor Williams made a motion to accept the Contract for Professional Services – Municipal Court Judge as presented. The motion was seconded by Councilor Neve. Vote: Ayes-5, Noes-0, Absent-0

Clerk/Treasurer Roberts explained the reasoning behind the need to amend the city’s business license ordinance and how the changes would affect the city. There was some discussion about the difference between businesses inside the city limits vs outside the city limits. Councilor Neve made a motion to move Ordinance #1535 – Amending Chapter 3.13 Business Licenses to a second reading. The motion was seconded by Councilor Little. Vote: Ayes-5, Noes-0, Absent-0

Clerk/Treasurer Roberts explained that the city currently has a detailed Public Records Act ordinance in place and all this does is add some language that eliminates the need for small cities to keep an index of public records due to the fact that is can be burdensome. Clerk/Treasurer Roberts noted that she will still keep an index for internal use but that it won’t be required should the city get a request for it. Councilor Neve made a motion to move Ordinance #1536 – Amending and Adding to Chapter 2.50 Public Records Act to a second reading. The motion was seconded by Councilor Williams. Vote: Ayes-5, Noes-0, Absent-0

8. ORDINANCE #1537 – 2018 BUDGET AMENDMENTS (FIRST READING)

Clerk/Treasurer Roberts presented Ordinance #1537 – 2018 Budget Amendments and explained what each amendment was and why, using the worksheet that she prepares to determine what the amendments should be. Councilor Neve made a motion to move Ordinance #1537 – 2018 Budget Amendments to a second reading. The motion was seconded by Councilor Williams. Vote: Ayes-5, Noes-0, Absent-0

9. ITEMS FROM THE PUBLIC

None

10. DEPARTMENT HEAD REPORTS

Police Chief Eastham announced that his department is as prepared as they can be for Labor Day considering they are short one officer. He will be hiring one person for Sunday for a 10 hour shift because Sunday is the busiest day of the weekend. He explained that he does have two reserves but they are both too green to be out patrolling alone yet.

11. MAYOR’S REPORT

Mayor Struck announced that plans for Come Play on Labor Day are in full swing. Saturday night there will be a dinner and county music concert featuring Missy G at the chamber, a free kid’s movie across from city hall and bingo plus all of the usual’s over the long weekend – salmon derby, softball tournament, grand parade and fireworks. Mayor Struck reminded everyone that she also has duck tickets and Labor Day buttons for sale. If anyone wants one please give her a holler.

Mayor Struck noted that the city is aware of the mosquito issue and Three Rivers Mosquito and Vector Control will be spraying on Thursday and Friday, August 30th and 31st.

12. COUNCIL COMMENTS

Councilor Neve mentioned the Kiwanis Scholarship Breakfast on Sunday of Labor Day. It is from 8am-11am at the chamber building – breakfast casseroles (meat & vegetarian), pancakes, fruit, juice, milk and coffee. Monday is the poker paddle which starts at 11am at Robert Bush Park. With a sigh Councilor Neve noted that the Pacific County Fair went well and that September 4th couldn’t come soon enough. Mayor Struck agreed wholeheartedly.

Councilor Buchanan mentioned that last year’s parade left him in the dust! Mayor Struck noted that has already been discussed and the parade will be slowed down – way down – to allow for everyone walking to keep up.

13. ADJOURNMENT

The meeting was adjourned at 5:56 PM to meet again at 5:30 PM on Monday, September 10, 2018 for the next regularly scheduled meeting at South Bend City Hall.

The council meeting was called to order by Mayor Struck at 5:30 pm followed by the Pledge of Allegiance. Members present: Councilor Buchanan, Councilor Williams, Councilor Neve, Councilor Davis, Councilor Little, Police Chief Eastham, City Supervisor Houk and Clerk/Treasurer Roberts.

3. APPROVAL OF AGENDA, CONSENT AGENDA, AND APPROVAL OF MINUTES

Prior to approval of the Agenda Mayor Struck requested that Item #4A – Ordinance #1534 – Establishing Mary Rogers Pioneer Park Trust Fund be added. A motion was made by Councilor Neve to approve the amended Agenda, Consent Agenda and the minutes of the July 23, 2018 regular meeting. The motion was seconded by Councilor Williams. Vote: Ayes-5, Noes-0, Absent-0

Clerk/Treasurer Roberts presented a garbage services proposal from Peninsula Sanitation Services, Inc. (PSS) explaining that she had been contacted by PSS requesting the opportunity to submit a proposal for garbage service. She provided them with everything that LeMay had been given to prepare a proposal and asked that a proposal be submitted to the city no later than July 20, 2018. Clerk/Treasurer Roberts also noted that she had heard that two other people had been interested as well. She contacted those people and one person said they had absolutely no interest whatsoever in taking over the city’s garbage service and the other person advised that they were interested but never picked up the information (requested pick up) that had been provided to LeMay and PSS. Clerk/Treasurer Roberts explained that the proposal was lacking in several areas: 1. Even though in some instances they were less expensive than LeMay they offer much few options than LeMay. 2. Clerk/Treasurer Roberts was told specifically by PSS that they would have to purchase the truck because the trucks they have now could not pick up the carts that we have. What would this mean to our customers if that truck broke down? 3. Even though the proposal says they would pay for the truck it doesn’t say how much only that they will pay the same amount we paid for it, will buy the carts less depreciation. Clerk/Treasurer Roberts does not consider that an appropriate proposal considering they had all of those figures to work with and lastly, 4. They do not offer recycling which she felt was important to the council.

Mayor Struck presented Ordinance #1534 – Establishing Mary Rogers Pioneer Park Trust Fund explaining that the City had received an anonymous gift of $175,000 to fund Mary Rogers Pioneer Park and part of the requirements to receive the funds was the establishment of an ordinance that laid out specific contingencies that must be met to receive the money. Councilor Buchanan asked if there was a plan and Mayor Struck explained that the site had already been engineered and that yes, there was a plan in place which is why the agreement specifically said “…develop the park for public use consistent with the design specifications the City currently has on file…”. Councilor Davis asked about a gazebo and Mayor Struck advised that a gazebo is not likely because a gazebo was not part of the design specifications AND this property was used as mitigation when FEMA built the current city hall. There are very specific limitations on how the property can be used which will limit what will be built or placed there.

The discussion regarding the proposal from PSS continued as the council moved on to the contract by Harold Lemay Enterprise, Inc. Roger Swalander, Site Manager for LeMays of Grays Harbor was present and answered multiple questions by the council including rate increases, alleyway pickups & add-on charges for those pickups and general day-to-day operation questions.

Councilor Neve made a motion to accept the Harold LeMay Enterprises, Inc. contract for garbage services as presents. The motion was seconded by Councilor Davis.

6. ITEMS FROM THE PUBLIC

None

7. DEPARTMENT HEAD REPORTS

Police Chief Eastham requested the council’s approval to surplus a 2008 Dodge Charger patrol car explaining that it has reached its usefulness and that he had been able to purchase a 2011 Chevrolet Tahoe from the Pacific County Sheriff’s office for $2,500 which, according to Kelly Blue Book has a value of over $8,000 not counting the cost of the lighting package. It was an administrative vehicle so it has not had hard use. Councilor Williams made a motion authorizing the surplus of the 2008 Dodge Charge patrol car. The motion was seconded by Councilor Neve. Vote: Ayes-5, Noes-0, Absent-0

Police Chief Eastham gave a brief report of the happenings in his department since the last meeting.

Police Chief Eastham noted that he is currently one officer down as Officer Gonzalez was injured while off duty and has had to have surgery on his hand. He will probably be off 6-8 weeks. The department has went to 5 8’s and two vacations have been cancelled. One person that was on vacation was called back to work until the schedule could be reworked. He was then allowed to return to his vacation. Councilor Little pointed out that this is a perfect example of why one less officer is not an option.

Police Chief Eastham mentioned that it was nice to have the traffic flow through town back to normal. The repaving of Highway 101 (Robert Bush Drive) looks great though.

City Supervisor Houk explained that the First and Kendrick Street Reconstruction Project (Transportation Improvement Board (TIB) funded) will be postponed until the spring of 2019. Gray & Osborne, Inc. submitted a memo to the city citing four factors that were beyond the city’s control. 1. Plan revisions for Schedule B (Highway 101 sidewalks), which is part of the First and Kendrick Project were being updated as of the third week of July based on new field reconnaissance and those must be reviewed by TIB. 2. In order for issuance of TIB’s Bid Authorization, the TIB included a stipulation that paving would be completed by October 1. This schedule cannot be met. 3. TIB state that due to the construction cycle occurring late in the year, the likelihood of TIB being able to assist with cost overruns was “unlikely”. It is not uncommon for overruns to amount to 5 percent or more of the overall project cost which could amount to $20,000 which the city does not have. 4. The Washington State Department of Transportation (WSDOT), which is paving Highway 101 and constructing American with Disabilities Act ramps at roadway crossings along Highway 101 informed Gray & Osborne, Inc. that they wanted all of their work to be completed prior to the start of the TIB construction project. The WSDOT construction project was not completed until late July 2018.

City Supervisor Houk reported that in June the city hired Leak Detection Services to help locate some of the city’s worst leak issues. There was a large leak in a main line, a valve was leaking and also a service line. Two major leaks – 1.2 and 1.7 million gallons per day were found and fixed. Recently there has been a considerable change at the water treatment plant. It has been shutting down for approximately 6 hours per night which is an excellent sign. City Supervisor Houk also mentioned that the crew has been busy ditching and brushing while the weather has been good. Councilor Buchanan asked at what level the city’s water loss has to be before the city would be eligible for grants for water line repairs. Mayor Struck explained that the water loss level is not an issue for getting grants nor has it ever prevented the city from getting a grant for repairs.

Clerk/Treasurer Roberts suggested that the council look at their calendars and set two budget workshops now so that they can get advertised and so everyone can get them on their schedule. She wasn’t sure that two were needed but suggested that both be set just in case. After a brief discussion it was agreed to set Wednesday, October 10th and Wednesday, October 24th as budget workshops. They were originally set to begin at 5pm, but were later changed to start at 4pm.

8. MAYOR’S REPORT

Mayor Struck reminded everyone that Come Play on Labor Day is approaching quickly! There is a lot of great things planned. Mayor Struck noted that she plans on putting together a float for the parade and if any of the councilors would like to ride (or walk) they are more than welcome. Just let her know.

Mayor Struck announced that Municipal Court Judge Mike Turner submitted his resignation as he has accepted a position as a Tax Appeals Judge in Olympia. Mayor Struck explained that the Judge is a mayoral appointment and she has talked with a potential candidate but that she didn’t feel comfortable discussing it yet, but that it would be on the August 27th agenda.

9. COUNCIL COMMENTS

Councilor Buchanan spoke briefly about the current rating of the trails project and that there should be a decision about funding in a couple of weeks.

Councilor Williams asked what the current fire rating was for South Bend. He also requested that information be available for the budget workshop. Clerk/Treasurer Roberts advised she would make sure it was available.

Councilor Neve noted that the Kiwanis have taken on the task of overseeing the recycle bins on Summit and are trying to keep the area clean. It is a tough job but they are doing their best.

Councilor Neve also reminded everyone that there is a lot happening the next two weeks – the Pacific County Fair, Come Play on Labor Day, Poker Paddle, Kiwanis Breakfast and much more.

Councilor Davis expressed her excitement over the funding for Mary Rogers Pioneer Park and even though it is very premature she mentioned that it would be nice if there could be something there to honor former Mayor Katy Kimura.

Councilor Williams asked if there could be some in-kind work done at Mary Rogers Pioneer Park to help with costs and Mayor Struck explained that there isn’t a lot of work that can be done in-kind, but what can be done will be done. There is no specific internal detailed plans yet as it is much too early for that process to start.

10. ADJOURNMENT

The meeting was adjourned at 6:24 PM to meet again at 5:30 PM on Monday, August 27, 2018 for the next regularly scheduled meeting at South Bend City Hall.

The council meeting was called to order by Mayor Struck at 5:30 pm followed by the Pledge of Allegiance. Members present: Councilor Kuiken, Councilor Williams, Councilor Neve, Councilor Hall, Police Chief Eastham, City Supervisor Houk, Assistant Fire Chief McGee and Clerk/Treasurer Roberts. Councilor Webber was absent.

3. APPROVAL OF AGENDA, CONSENT AGENDA, AND APPROVAL OF MINUTES

A motion was made by Councilor Neve to approve the Agenda, Consent Agenda and the minutes of the August 14, 2017 regular meeting. The motion was seconded by Councilor Hall. Vote: Ayes-4, Noes-0, Absent-1

City Supervisor Houk reported that Naselle Rock & Asphalt Company received their Notice to Proceed on August 23, 2017 for the 2017 Emergency Repair Program (pothole repair) through the Transportation Improvement Board. City Supervisor Houk noted that the project should only take a few days to complete.

City Supervisor Houk explained that Pacific County recently mucked out the end of Central Avenue which should help alleviate any type of flooding this fall/winter. City Supervisor Houk also mentioned that the city crew have been busy cleaning ditches all summer to improve drainage.

City Supervisor Houk noted that the garbage truck is back on the road after repairs to the top of motor which cost $10,319.39. On Friday, August 25th the truck began to have transmission problems. It appears to be a cylinoid issue and if the truck sits for a bit it will fix itself. Fingers are crossed that it will hold out for a couple of more months.

Assistant Fire Chief McGee noted only one false alarm at the Court House since his last report.

8. MAYOR’S REPORT

Mayor Struck reported that the city/labor day booth at the Pacific County Fair was successful. It provided an opportunity for South Bend citizens to stop and ask questions as well as get information about the upcoming Come Play on Labor Day festivities.

Mayor Struck announced that Come Play on Labor Day is almost here and noted that it requires “all hands on deck” for the city crew, police department and much of the staff. She thanked everyone in advance for all of their hard work!

9. COUNCIL COMMENTS

Councilor Hall complimented Citizen Dale Little on his letter to the editor in response to a letter than had been written by Citizen Tom Giacoma.

Councilor Hall gave a brief overview of how camping at the boat launch began explaining that back when Kirk Church was Mayor he had suggested that the Parks Committee get together and look at places around town where tourists could stop and camp as a way to generate some revenue for the city. After looking at several places within the city the Committee agreed that the best location was the boat launch because of the proximity to the water and the view. Over time the money generated by those that have stopped and camped have purchased a bench and an ADA accessible picnic table.

Councilor Hall mentioned that during a recent stop at the boat launch he was talking with some visitors and during that time the visitors noticed that the city had an Asian police officer. Councilor Hall explained that the city also employed a Hispanic police officer as well. The visitors were impressed and applauded the city for their diversity.

Councilor Neve noted that the Pacific County Fair is over and now we move directly into Come Play on Labor Day!

Councilor Williams had recently received a complaint about the plywood that is on the floats at the boat launch. City Supervisor Houk explained that it is only temporary. The city has the necessary supplies to repair it and it will be done as soon as the crew has time.

Councilor Kuiken announced that he is excited for the Come Play on Labor Day events. It is always so nice to see the community come together and see all of the different groups participate in various activities over the long weekend!

10. ADJOURNMENT

The meeting was adjourned at 5:37 PM to meet again at 5:30 PM on Monday, September 11, 2017 for the next regularly scheduled meeting at South Bend City Hall.

The council meeting was called to order by Mayor Struck at 5:30 pm followed by the Pledge of Allegiance. Members present: Councilor Williams, Councilor Neve, Councilor Webber, Councilor Hall, Police Chief Eastham, City Supervisor Houk and Clerk/Treasurer Roberts. Councilor Kuiken was absent. (Excused)

3. APPROVAL OF AGENDA, CONSENT AGENDA, AND APPROVAL OF MINUTES

A motion was made by Councilor Neve to approve the Agenda, Consent Agenda and the minutes of the July 24, 2017 regular meeting. The motion was seconded by Councilor Webber. Vote: Ayes-4, Noes-0, Absent-1

Mayor Struck explained that there has been recent legislation that has changed how public records are handled including fees that can be charged. This ordinance repeals and replaces the city’s current municipal code. Councilor Williams made a motion to move Ordinance #1524 – Repealing and Replacing Public Records Act Rules SBMC 2.50 to a second reading. The motion was seconded by Councilor Webber. Vote: Ayes-4, Noes-0, Absent-1

6. RESOLUTION #2017-04 – USDA RD NEW GARBAGE TRUCK FUNDING

Clerk/Treasurer Roberts explained that the City has been conditionally approved for a grant/loan package for funding of the new garbage truck. The grant amount is $67,000 and the loan will be $211,000. The city will be responsible for $70,477. The interest rate will be no greater than 3.25% with monthly payments of $2,064 or $24,768 per year for 10 years. This is better than what the city could have gotten locally plus the added bonus of the grant funds. Councilor Hall made a motion to accept Resolution #2017-04 – USDA RD New Garbage Truck Funding as presented. The motion was seconded by Councilor Williams. Vote: Ayes-4, Noes-0, Absent-1

7. BUDGET CALENDAR FOR 2018

Clerk/Treasurer Roberts presented the Budget Calendar for 2018 and suggested that the council consider a date for a budget workshop like was done for the 2017 Budget. Last year the workshop was held on Wednesday, October 12th. The council agreed to have a 2018 budget workshop on Wednesday, October 11th beginning at 5:00 pm.

8. SOUTH BEND CITY COUNCIL RULES & PROCEDURES MANUAL

Mayor Struck presented the South Bend City Council Rules & Procedures Manual. Councilor Neve made a motion to accept the South Bend City Council Rules & Procedures Manual as presented. The motion was seconded by Councilor Williams. Vote: Ayes-4, Noes-0, Absent-1

9. ITEMS FROM THE PUBLIC

None

10. DEPARTMENT HEAD REPORTS

City Supervisor Houk explained that the garbage truck is currently out of commission. The upper portion of the engine is out and will cost approximately $9-$10,000 to fix. If the lower part of the engine is gone it will be more like $15,000 but until Steve’s Front End & Brake, Inc. gets into the engine they won’t know for sure. Three diesel mechanics have assessed the truck and all have agreed with the original diagnosis. Councilor Williams wondered about leasing a truck instead of putting money into this truck since we are only about three months away from getting our new truck. Mayor Struck explained that our truck will be used as a trade-in so it has to be fixed. Mayor Struck assured the council that the city has looked at a lot of different options but none were viable or cost effective. Currently the City of Raymond is helping the city and the crew is dumping the dumpsters into the dump truck since Raymond’s truck can’t lift the city’s dumpsters. Repairs are about one week out.

Clerk/Treasurer Roberts requested permission from the council to surplus a 2007 Sony HandyCam Digital Video Camera Recorder that is no longer needed by the police department. Councilor Hall made a motion authorizing the surplus of the 2007 Sony HandyCam Digital Video Camera Recorder. The motion was seconded Councilor Neve. Vote: Ayes-4, Noes-0, Absent-1

Clerk/Treasurer Roberts reported that the city currently pays approximately $4,100 a year for flood insurance through The Hartford. She explained that she recently discovered that the city is actually covered for floods under their insurance policy through the Association of Washington Cities (AWC) however the coverage through AWC has a much larger deductible. The breakdown is as follows:

Fire Hall:

The Hartford has a $5,000 deductible for $500,000 coverage. AWC has a $100,000 deductible for up to $50,000,000 coverage (outside the 100 year flood plain) AWC has a $1,050,000 deductible for up to $10,000,000 coverage (inside the 100 year flood plain)

City Hall:

The Hartford has a $1,250 deductible for $500,000 coverage AWC has a $100,000 deductible for up to $50,000,000 coverage (outside the 100 year flood plain) AWC has a $1,050,000 deductible for up to $10,000,000 coverage (inside the 100 year flood plain)

Clerk/Treasurer Roberts believes that both buildings are outside the 100 year flood plain, but that would be determined by the updated flood plain map. Following discussion by the council, Mayor Struck and staff it was agreed for the minimal cost of our current flood insurance - $4,100 per year – it is worth keeping The Hartford because of the lower deductibles and the coverage is sufficient for the city’s needs.

11. MAYOR’S REPORT

Mayor Struck requested the council’s permission for the annual beer garden for the baseball tournament at Cheney Park over Labor Day. Councilor Hall made a motion authorizing the annual beer garden at Cheney Park. The motion was seconded by Councilor Neve. Vote: Ayes-4, Noes-0, Absent-1

Mayor Struck requested the council’s permission to allow a beer garden, sponsored by the Raymond Eagles, next to the Elixir (1015 W Robert Bush Drive) in the parking lot on Sunday only for the parade and fireworks. Police Chief Eastham advised as long as the area is roped off and no one can leave the beer garden area he didn’t have a problem with it. He didn’t want anyone down on the docks with alcohol. Councilor Neve made a motion allowing the Raymond Eagles to set up a roped off beer garden in the parking lot next to the Elixir on Sunday only, September 3rd. The motion was seconded by Councilor Webber Vote: Ayes-4, Noes-0, Absent-1

12. COUNCIL COMMENTS

Councilor Hall asked City Supervisor Houk if there was a plan in place for the transition of the placement of the new garbage carts when the new garbage truck goes into service. City Supervisor Houk advised that yes, there is a plan in the works.

Councilor Hall asked about the activity he has been seeing on the east end of town and was wondering if that was the start of the Pacific Sunset Project that has been talked about for several years. City Supervisor Houk advised that yes that is the project. Councilor Hall asked about utilities and City Supervisor Houk noted that all of that is in process but is not in yet.

Councilor Hall mentioned that he recently had a camper at the boat launch who hadn’t paid but was sitting at the launch so he advised them they could come into town and park for free and they told him they would be happy to pay and stay where they were as they loved the view.

Councilor Hall noticed Mayor Struck’s letter in the Chinook Observer in response to Citizen Tom Giacoma’s letter from the previous week. He thought that Mayor Struck’s letter was very good and much nicer than his would have been.

Councilor Hall advised that he was recently leaving the boat launch and was passed by a motorcycle that was obviously going faster than they should have been when Councilor Hall noticed a South Bend officer coming the opposite direction. The officer was able to turn around and stop the offending car. Councilor Hall said it was nice to see that happen AND it was South Bend’s new officer – Officer Jo.

Councilor Williams noted that he knows that there isn’t much that can be done but the last two times he has been down to launch his boat there has been someone parked directly in front of the launch. Both times he has had to get out and ask them to move their vehicle before he could launch.

13. ADJOURNMENT

The meeting was adjourned at 5:53 PM to meet again at 5:30 PM on Monday, August 28, 2017 for the next regularly scheduled meeting at South Bend City Hall. .